Agenda and minutes

1  To highlight reports or appendices which officers have identified as containing exempt information, and where officers consider that the public interest in maintaining the exemption outweighs the public interest in disclosing the information, for the reasons outlined in the report.

2  To consider whether or not to accept the officers recommendation in respect of the above information.

3  If so, to formally pass the following resolution:-

RESOLVED – That the press and public be excluded from the meeting during consideration of the following parts of the agenda designated as containing exempt information on the grounds that it is likely, in view of the nature of the business to be transacted or the nature of the proceedings, that if members of the press and public were present there would be disclosure to them of exempt information, as follows:

   No exempt items have been identified.

There were no exempt items.

To identify items which have been admitted to the agenda by the Chair for consideration.

(The special circumstances shall be specified in the minutes.)

There were no late items.

To receive any apologies for absence.

Rita Ighade, Roderic Morgan

To confirm as a correct record, the minutes of the meeting held on

RESOLVED – That the minutes of the meeting held on 26^th October 2016 be approved as a correct record.

To receive an update from the Chair on scrutiny activity, not specifically included on this agenda, since the previous Board meeting.

The Chair explained the topic of the last meeting of Environment and Housing Scrutiny Board was around community safety which included ASB, youth offending, begging and CCTV.

It was noted that noise nuisance is still the biggest issue for the Anti Social Behaviour team and the difficulties faced with people not wanting to come forward to give evidence. The Board were informed that noise nuisance has increased by 30% in the last 12 months. There are plans to extend out of hours service to a 24 hours provision.

Youth offending – work is underway to try and prevent young people from going into custody through early intervention to prevent young people entering the criminal justice system as this can be a major impact in their lives for something that may only happen once as a youngster.

Begging has been highlighted as an issue.  It was explained the usual approach is to give dispersal orders to beggars, with 270 such orders given to 85 beggars. 2 beggars were issued withy Criminal Behaviour Orders after their behaviour was deemed aggressive. It was noted a campaign is under way to think before you give, as many of them are on the streets due to addiction and by not giving money this helps stop a funding stream to continue it. Often beggars do have places to go so are not living on the streets.

CCTV – there are over 300 street cameras which are monitored, a further 203 are in West Yorkshire bus stations along with a further number in tower blocks. These cameras have helped with crime and disorder offences as well as missing persons.

The Chair updated Board members about the visit to Leeds Building Services in Seacroft on 16th November. The Chair explained this was done in two halves. The first was a tour round the depot which was impractical for all members to attend and so Michael Healey attended with the Chair on this tour. The second half which was open to all Board members was around the Total Works system which is being rolled out in LBS. It was noted this was the first time that LBS staff had seen this system in operation. The Chair noted the openness and honesty with questions posed during the tour and the demonstration. The Chair gave thanks to Leeds Building Services staff for their hospitality during the day and also to Total Works for their demonstration of the system.

CG asked if vans are currently being topped up of supplies on site or if this is something which will come in when the new system is introduced. It was clarified after the meeting the current situation is all responsive operatives have a van stock, depending on their trade. When they use items from the van stock, they fill out a form and submit it to Wolseley. On a weekly basis a Wolseley driver will contact the operative and arrange to meet them on site to deliver their van stock, unless they need  ...  view the full minutes text for item 31.

The Boards inquiry for 2015/16 municipal year focused on Estate Standards. The report from Tenant Scrutiny Board was agreed to be implemented by Housing Leeds with the Board requesting an update on progress in six months time. This report gives Board members the opportunity to see progress and raise any questions they may have.

The Chair introduced David Longthorpe, Head of Housing Management to go through the progress made by Housing Leeds on recommendations made for the Estate Management inquiry.

DL went through the current position on the recommendations and the Board raised various issues as well as giving a position status score.

Recommendation 1

The Chair asked if there are currently any Housing Officer shortages? DL noted there are around nine vacancies but these are currently in the process of being recruited to and it is hoped they will be in post around Christmas/New Year time.

SB asked what training is given to officers coming into post. DL responded by saying new staff have a full week induction, but clearly this cannot cover everything that could occur in their role. Ongoing training is therefore offered on new procedures and policies which come up. DL gave an example that when the new estate management procedure came in training was given on this to all officers.

The Chair noted that often Housing Officers are moved on before they get to know the estates and the tenants – and asked if this is something the department does routinely.  DL responded saying that Housing Leeds don’t set a time limit on how long an officer can remain on an estate, some officers remaining in the same area for many years, but acknowledged that officers leave the Council, are promoted or are moved because of other circumstances. DL also noted that there was recently a situation where there were a number of vacancies in South Leeds and so officers were moved over from other areas to ensure a more even staff resource spread.

RESOLVED The Board voted unanimously to agree to position status 2 – Achieved.

Recommendation 2

DL advised that standard posters are being used by officers and the walkabouts are advertised on social media. Letters are also sent to interested parties about future walkabouts with reminders a week before. Ward Members and TARAs should also be sent a report of actions even if didn’t attend.

DL noted other services do struggle to send staff to all walkabouts Housing Leeds carries out but they will attend walkabouts where a specific issue has been identified to provide support to Housing Officers.

The Chair noted that the Board have carried out two follow up walkabouts in September / October to see the new process in action. The Chair raised concerns about work which is being done but the Housing Officer isn’t notified. DL responded by saying given the volume of work this may be difficult to give feedback but he would ask if there was an easy mechanism by which jobs when completed could be reported back on. CG asked why Highway jobs done on a computer system,  DL explained that they used a system which isn’t compatible with the Housing IT system used.

JW reported that she felt there had been major improvements with the walkabout process since the harmonisation.

RESOLVED The Board voted unanimously to agree to  ...  view the full minutes text for item 32.

This report gives an update to the Board on the sub groups work so far to review the lettable Standard.

CG explained they have had three meetings. The first one was with the Voids Service Manager, the second was with a Lettings Team Leaders. The third consisted of visits to four void properties.

CG explained the concerning point was that all the voids had been returned from the contractor as ready to let when they all had issues of some kind. Two of the voids in particular were of concern as they had significant failings and did not meet the Lettable Standard, as confirmed by the manager attending the inspections with Board Members.

The best void was a bungalow visited but this had a few health and safety issues and this was a concern given it was sheltered housing. It was a worthwhile trip to visit voids.

The Chair asked if Officers attended and did they think it was ready to let. CG explained they agreed that 2 of the properties inspected would  be retuned back to the contractor to do more work on. It is reported the Officer in attendance was shocked by the void in Bramley.

CG explained the high rise property visited and that they inspected still had cleaners in the property.  However this property had issues and whilst this was subject to the variable letting standard which meant certain rooms were decorated there were issues with the painting of the property which even when these are difficult to let anyway this would not help.

The Chair asked would it be possible to find out what the cost of painting voids and how this compares to giving a decorating grant. CG explained the new variable letting standard is more expensive. Sharon Guy explained there has been inappropriate use of decoration vouchers in the past and this is why this a new approach is being taken. CG explained she understands why Housing Leeds are decorating hard to let properties but it needs to be done right. The Chair noted that could Housing Leeds not use discretion to award decoration grants given the cost of painting voids?

RESOLVED The Board requested information on how many times properties have been returned to the contactor for more work and how much delay this has caused.

RESOLVED The Board resolved via the sub group to visit some voids in East Leeds given they use a different contractor.

RESOLVED The Board to obtain the void schedule for the voids which have been visited by the sub group.

RESOLVED The Board requested that the final report on Lettable Standard be brought to the February meeting.

SB left the meeting at 3:20pm.

There is a consensus to ensure as wide as possible range of views are received to help understand the service from actual service users.

The Board are requested to receive the questionnaire for Councillors and offer any thoughts or amendments which need to be considered for inclusion.

To ensure the Board receives a wide variety of feedback from key stakeholders, the Board were presented with a questionnaire which would be distributed to Councillors in East Leeds to complete. The Board were requested to consider the questions suggested and make any amendments required.

RESOLVED The Board agreed to the questionnaire for Councillors.

There is a consensus to ensure as wide as possible range of reviews are received to help understand the service from actual service users.

The Board is requested to receive the questionnaire for tenants and offer any thoughts or amendments which need to be considered for inclusion.

To ensure the Board receives a wide variety of feedback from key stakeholders, the Board were presented with a questionnaire which would be distributed to tenants in East Leeds to complete. The Board were requested to consider the questions suggested and make any amendments required.

RESOLVED The Board agreed to the questionnaire for tenants.

Wednesday 21^st December 2016 at 1:30pm (pre meeting for all Board Members at 1:00pm)

Wednesday 30^th November 2016 at 1:30pm (pre meeting for all Board

Members at 1:00pm)

THE MEETING CLOSED AT 3:30PM